OA Year end Processing Guide

Transcription

1 OA Year end Processing Guide For Tax Year 2016 October 2016 COINS USA 6 Airport Park Blvd., Latham, NY Phone: Fax: helpdesk@coins global.com

2 OA Year end Processing Guide October 2016 Construction Industry Solutions (hereinafter known as COINS). ALL RIGHTS RESERVED THROUGHOUT THE WORLD. PROPRIETARY RIGHTS NOTICE: This software and the documentation attendant thereto contain trade secrets and confidential information proprietary to COINS. The Licensee is bound to the proprietary nature of this material. The software and the associated documentation may be used and/or reproduced only by a COINS Licensee and then only in accordance with the terms and conditions of the COINS End User License Agreement. Any unauthorized use, dissemination or reproduction of the software, documentation, and/or information contained therein is strictly prohibited. While efforts have been taken during the preparation of this manual to assure its accuracy, COINS assumes no liability for errors or omissions in this manual, or from the use of information contained therein. A form for users' comments and suggestions is provided at the back of this manual. You may address your comments to Corporate Communications, COINS, 6 Airport Park Blvd., Latham, NY COINS and Dig Deeper are registered trademarks of Construction Industry Solutions COINS Ti is a trademark of Construction Industry Solutions AIX, IBM, pseries, xseries, and RISC System/6000 are registered trademarks of International Business Machines Corporation. Microsoft, Excel, and Windows are registered trademarks of Microsoft Corporation. Progress is a registered trademark of Progress Software Corporation. Progress Query/Results and RDBMS are trademarks of Progress Software Corporation. Red Hat and Linux are registered trademarks of Red Hat, Inc. UNIX and UNIXWARE are registered trademarks of The Open Group. Other products are the trademarks of their respective owners.

3 Contents 1 OA End of Year Timeline Recent Federal Payroll Tax Changes Introduction Ordering Your Forms Accessing the COINS Client Area Website Backing up or Copying Databases Copying Your Environment for Testing Load Update Media Version Update Tax Table Update General Setup Maintenance for 1099s Confirm Company Location Set to USA Verify 1099 Information is Populated for Suppliers and Subcontractors Steps for Processing 1099 Data Edit 1099 Payer Information Generate 1099 Payee Data Edit 1099 Payee Information Final Error Check Print 1099 Forms Create 1099 Magnetic Media File Preparing for Payroll Year end Processing Update Payroll Parameters Review Employee Maintenance Review Global Pay Calculations Review Employee Pay Calculation File Review Tax Authority Configuration Review Changes to W 2 Form for Initial Test of W 2s OA Year end Processing Guide, October

4 Contents 9 Payroll End of Year W 2 Processing Create W 2 Batch Show Employees in Error Create W 2 File Run W 2 Report Other W 2 Issues Electronic/Magnetic Media Filing for W 2s COINS Electronic/Magnetic Media Services Preparing Files for Electronic/Magnetic Media Services Verify W 2 Data Verify Company Information Verify FICA Limits Print W 2 Report Dump W 2 File Send Files to COINS Job Status Set Up EOY Global Valuation Dates General Ledger Human Resources Preparing for EOY Review Personnel File Maintenance Review Training, Qualifications, and Competencies Review Audit Configuration Review Accrual Plan Balances Review Dependent Enrollments for Aging Out Check Benefit and Accrual Plan Enrollment Groups Determine Period Ending Start Date for First Payroll of New Year Preparing Benefit Plans for New Year Update Benefit Plans Update Accrual Plans Update Enrollment Records Update Benefit Plan Enrollments Update Accrual Plan Enrollments Run End of Year for Accrual Plans Important Information for OA HR on TI PR clients OA Year end Processing Guide, October

5 Contents Appendix A:. Payroll Year end Processing Checklist Appendix B:. Accrual Plan EOY Processing Appendix C:. Adding New Rate Records Appendix D:. Benefit Plan EOY Actions Create Benefit Enrollments for New Plan Rates Create Benefit Enrollments Due to Age Changes for Plans Subject to Imputed Income Calculations Appendix E:. Benefits Maximum Age Dependent Report..101 Appendix F:. Bulk Load Enrollments Using the Personnel Data Load Bulk Load Benefit and Accrual Plan Enrollments Appendix G:. Import Box 12 Entries How to Use Import Box 12 Entries Appendix H:. State Numeric Codes for Magnetic Media Processing Appendix I:. Print 1095 C Form Install Verification Instructions Index Comments OA Year end Processing Guide, October

6 Contents OA Year end Processing Guide, October

7 Chapter 1: OA End of Year Timeline This timeline provides suggested dates relating to OA year end processing for OA Year end Processing Guide, October

8 1: OA End of Year Timeline OA Year end Processing Guide, October

9 Chapter 2: Recent Federal Payroll Tax Changes Please consult with your Payroll Tax Advisor to discuss how recent changes to the tax code affect your company, and to plan on how to handle them in COINS. At the time this Guide was prepared, COINS was aware of the following changes: 1095 C Form for the Affordable Care Act (ACA) The C Form has now been finalized with the IRS. Changes to the 1095 C Form in COINS OA for 2016 are as follows: (1) Wording and label changes have been made to the Federal format. Some data fields have been resized. (2) The envelopes designated for Form 1099 can be used with the revised 1095 C forms. For more information on how to verify that the correct changes are installed on your system, please see Appendix I of this Guide. We will provide you with further communication about this Form as it becomes available. The ability to process 1095 C information is available for COINS OA. Transmission of 1095 C data will be performed electronically. Please contact your COINS Sales Representative for more information. An ACA EOY Guide is also available on our US Client Area website. Note COINS does not serve as a Tax Advisor. If you have any questions or concerns regarding Wage Reporting on W 2s, 1099s, or 1095 Cs, please consult your Tax Advisor for questions relating to these changes or any other questions or concerns about reporting wages and payments on W 2s, 1099s, or 1095 Cs. OA Year end Processing Guide, October

10 2: Recent Federal Payroll Tax Changes OA Year end Processing Guide, October

11 Chapter 3: Introduction The OA Year end Processing Guide is designed to help you with year end tasks as they pertain to COINS software products. It pulls together information from many sources: COINS Support Center experts, COINS and COINS OA manuals, newsletters, and various End of Year communications. We hope you find it useful. For additional information, please visit the COINS Client Area website at support.coinsglobal.com/usa/. It contains information pertinent to the End of Year process, hyperlinks to State and Federal websites, and other useful information. Instructions for accessing the Client Area appear in Accessing the COINS Client Area Website on page 13. COINS will offer the Webinars listed below outlining changes in COINS OA, along with a general overview of the year end process. Table 3 1: EOY Webinar Dates Title Date Time Comments OA ACA November 16, :00 2:00pm EST EOY COINS OA HR (all users) November 17, :30 3:00pm EST EOY COINS OA November 18, :00 1:30pm EST ACA Electronic Submission Services December 15, :00 2:00pm EST Recommended for everyone; mandatory for anyone purchasing our services for electronic submission. Note COINS does not serve as a Tax Advisor. If you have any questions or concerns regarding Wage Reporting on W 2s, 1099s, or 1095 Cs, please consult your Tax Advisor for questions relating to these changes or any other questions or concerns about reporting wages and payments on W 2s, 1099s, or 1095 Cs. OA Year end Processing Guide, October

12 3: Introduction Ordering Your Forms You should order W 2, 1099, and 1095 C forms early (no later than December 1) to ensure delivery and allow time for print testing. The COINS W 2, 1099, and 1095 C print programs are based on the forms provided by National Document Solutions (NDS). Visit to order your forms or call NDS Customer Service at If you do not already have an account with NDS, payment is due with the order. Order your forms early and you will receive a discount. OA Year end Processing Guide, October

13 3: Introduction Accessing the COINS Client Area Website The COINS Client Area website at support.coins global.com/usa/ contains information that can help you with your year end process. We refer to our website throughout this Guide. Here is some of the information you can find on the website: OA End of Year Letter for 2016 OA Supported Forms for 2016 NDS Sample Forms Brochure 2016 OA Year end Processing Guide 2016 OA ACA Year end Processing Guide OA ACA Manifest and Request XML OA Files OA Year end Checklist OA Year end Processing Webinars Additional OA Year end Documentation Electronic/Magnetic Media Services Form for W 2s Tax Codes and Locality Groups Tax Table Downloads Useful Websites for Year end To access the COINS Client Area website: 1. Go to support.coins global.com/usa/. 2. Enter your User Name and Password in the dialog box. (This information is supplied by COINS. If you do not know your company s user name and password, helpdesk@coins global.com or call the Support Center at ) 3. To access the year end information and troubleshooting guide, use the navigation menu at the left. Use the mouse to move the cursor over the COINS OA option. Then click the Year end Info menu link to reach the desired information. OA Year end Processing Guide, October

14 3: Introduction Alternative access is available from the main COINS USA website at Click USA at the top right corner of the screen to confirm that you are in the COINS USA area. Click the Client Area button, then enter your User Name and Password in the dialog box as described above. OA Year end Processing Guide, October

15 Chapter 4: Backing up or Copying Databases There is no substitute for good, verified backups. They are especially critical prior to yearend processing. Remember that backups must be verified and saved to assure that the media are usable if the need to restore arises. Copying Your Environment for Testing COINS recommends making a copy of your Live environment s database in early December for use in testing End of Year service packs, as well as testing End of Year processes. Using a copy of the Live environment can help you become familiar with the end of year process. If you need technical assistance from COINS with the actual copy process, please contact your COINS Account Representative or Project Manager in advance to schedule time with our Technical Services resource. Note Scheduling COINS to work outside of normal business hours is a chargeable service. OA Year end Processing Guide, October

16 4: Backing up or Copying Databases OA Year end Processing Guide, October

17 Chapter 5: Load Update Media Version Update COINS will have End of Year Service Packs available for download in early December. There may also be other software enhancements and maintenance items, as described in the Release Documentation included in the shipment. Contact your Project Manager if you need assistance coordinating the installation of the end of year software media. Note This Release Information is also available in the Support area of the COINS Client Area website under COINS OA > Release Notes. See Accessing the COINS Client Area Website on page 13 for instructions on accessing the website. COINS would like all clients to have updates loaded and in use by mid December. Tax Table Update In January or early February, COINS issues a supplemental tax table update containing the most current changes to Federal and State withholding rates for the new tax year (i.e., 2017). To get this tax table update to you as quickly as possible, we make it available in the COINS Client Area website and send you notification. Some tax table updates require a COINS programming change, which requires you to install a fix. This update should be loaded promptly. Don t worry about loading it too soon; the tax changes are date sensitive and do not take effect until the first payroll period to which they apply, according to the tax effective date. OA Year end Processing Guide, October

18 5: Load Update Media OA Year end Processing Guide, October

19 Chapter 6: General Setup Maintenance for 1099s 1099 processing is only available for COINS companies that have been defined as USA companies. Non USA companies do not have 1099 data entry tabs or menu items displayed. This chapter describes the general setup maintenance needed in order to perform 1099 processing in COINS OA. Confirm Company Location Set to USA Go to System > Company Setup > Configuration > Company Parameters. Check that the Parameter COMPLOC (Company Location) is set to USA. Figure 6 1: Company Parameters OA Year end Processing Guide, October

20 6: General Setup Maintenance for 1099s Verify 1099 Information is Populated for Suppliers and Subcontractors Go to Central Repository > Companies. 1. If you have already identified the companies that will require a 1099, perform only one of the options given below, based on how the CI parameter CENTVAT is set. Option #1: If the CI parameter CENTVAT (Procurement > Setup > Configuration > CI Parameters) is set to Y, you must edit Company 1099 information on the Company tab shown in Figure 6 2 (Central Repository > Companies > select Company hyperlink > Company tab > Main sub tab). After you have reached the Main sub tab, open, edit, and then save the record. Figure 6 2: Main Tab Option #2: If the parameter CENTVAT (Procurement > Setup > Configuration > CI Parameters) is set to N, you must edit Company 1099 information on the tab shown in Figure 6 3 (Central Repository > Companies > select Company hyperlink > 1099 Info tab). After you have reached the 1099 Info tab, open, edit, and then save the record. OA Year end Processing Guide, October

21 6: General Setup Maintenance for 1099s Figure 6 3: 1099 Info Tab Print A 1099 Form For This Company Check this box to indicate that a 1099 should be generated for this company. TIN Type Select the Tax Identification Number Type from the drop down. Choices are EIN (Employer Identification Number), SSN (Social Security Number), and Unknown. TIN Number Enter the numeric Tax Identification Number. Box To Print 1099 Amount From the drop down box, select the default box on the 1099 form in which to place the 1099 dollar amount. Valid choices are: 1, 2, 3, 4, 5, 6, 7, 8, 10, 13, 14, 15a, 15b, 16, and 18; these numbers refer to the boxes on the printed 1099 form. Bank Account Number This optional data is the bank account number of the supplier or subcontractor company. Alternative 1099 Name The alternative name that overrides the supplier/subcontractor company name printed on the 1099 form. Foreign Payee If the Company is a Foreign Payee, check this box. 2. If you have not yet determined which companies will require a 1099, or you want to check the 1099 settings on all or selected companies, do the following: a. Use the filters on the Companies Workbench to filter for selected companies only; for example, Subcontractors only. OA Year end Processing Guide, October

22 6: General Setup Maintenance for 1099s b. Click the Print button to print 1099 information about each company. The Fields screen shown below appears. Figure 6 4: 1099 Fields c. Select fields in the Available column and use the single green arrow to move those fields to the Selected column. Likewise, select fields in the Selected column that you do not want to include, and use the single red arrow to move them to the Available column. Note The multi green and multi red arrows add or remove all fields. d. Make any desired changes on the Output Options tab. e. Click the Forward button to submit your report request. Both a PDF report and an Excel file are generated, as shown below. Go to Report Status to access the Excel file as well as the report, if it was generated in the background. Figure 6 5: PDF Format Report OA Year end Processing Guide, October

23 6: General Setup Maintenance for 1099s Figure 6 6: Excel Format File Export OA Year end Processing Guide, October

24 6: General Setup Maintenance for 1099s OA Year end Processing Guide, October

25 Chapter 7: Steps for Processing 1099 Data A 1099 Processing Menu (see below) can be found in the Central Repository module under the Administration menu. The steps involved for processing 1099 data are designed so that you can follow the six menu options in order from beginning to end. Steps can be run as many times as needed. Figure 7 1: 1099 Processing Menu OA Year end Processing Guide, October

26 7: Steps for Processing 1099 Data The six menu options are listed below and are discussed in more detail in this chapter. Edit 1099 Payer Information on page 27 Generate 1099 Payee Data on page 29 Edit 1099 Payee Information on page Final Error Check on page 32 Print 1099 Forms on page 33 Create 1099 Magnetic Media File on page 34 OA Year end Processing Guide, October

27 7: Steps for Processing 1099 Data Edit 1099 Payer Information A 1099 Payer is the Company issuing the 1099 forms to the suppliers and subcontractors. The typical COINS user only sets up one 1099 payer for each year, but COINS can handle processing for multiple 1099 payers in the same year. Use the Edit 1099 Payer Information function to add a Payer for the current 1099 year. Figure 7 2: Edit 1099 Payer Information 1099 Year Enter the current 1099 year. For example, Payer Name Enter the company/payer name as it should appear on the You must enter the payer name exactly as it should appear on the printed 1099 form since it cannot be changed once entered. This is because the 1099 data generated for this payer is tagged internally with this name. Changing this name would therefore break the link and stop processing. Payer TIN Number Enter the company/payer s Federal Tax Identification Number. Address Enter the payer mailing address (Address, City, State, Zip Code), Contact Name, Phone number, and Address. OA Year end Processing Guide, October

28 7: Steps for Processing 1099 Data Companies to Process Enter a comma separated list of companies to include for processing in this 1099 group. This controls combining transactions from multiple COINS companies for 1099 reporting. Note When left blank, all data from all companies in COINS (rather than just the company you are in) are reported under this payer. To only report one or more specific lists of COINS companies, enter a comma separated list of company numbers with no spaces. Produce 1099's for Amounts Over The dollar amount cutoff for issuing a 1099 form to a payee. Foreign Payer Whether this is a foreign payer. When checked, this field indicates that it is a non US business. Payer's State Number The payer's state number. Last Year Filing 1099's Whether this is the last year a 1099 will be issued from this payer. Payer Name Control Code The payer's name control code. Are You Filing on Magnetic Tape Whether you will be sending 1099 data to the government via magnetic media. Transmitter Control Code The transmitter control code. Transmitter Media Number The transmitter media number. OA Year end Processing Guide, October

29 7: Steps for Processing 1099 Data Generate 1099 Payee Data The Generate 1099 Payee Data function allows you to create the 1099 data known as payee information. Figure 7 3: Generate 1099 Payee Data 1099 Year Enter the 1099 year to report on. Payer Name Use the lookup to select the payer name to process 1099s for. The following processing takes place when this function is run: 1. The payments to suppliers and subcontractors are totaled so that there is a value paid to each for the payment year based on the check date of each payment. A 1099 Payee Information record is created for each company/office with payments greater than the value entered for the Produce 1099s for Amounts Over in the Edit 1099 Payer Information function. 2. The following data default from the Companies Workbench > 1099 Info tab into the newly created 1099 Payee Information record. TIN Type TIN Number Bank Account Number Alternative 1099 Name Foreign Payee 3. Error checks are performed as this data is created. Error messages are noted on each payee record. 4. A report of the data created is produced along with any error information for each payee record. OA Year end Processing Guide, October

30 7: Steps for Processing 1099 Data Note The generation of the 1099 data is processed by using the Report Generator. This processing can take some time depending on the volume of transactions in COINS. It is always recommended to run this type of processing in the background. A simple report is produced as a summary of the processing. Checking the status of this report alerts you that the 1099 data have been created successfully, created with errors, or are still being generated in background mode. A sample report from the Generate 1099 Payee Data function is shown below. Figure 7 4: Generate 1099 Payee Data Report OA Year end Processing Guide, October

31 7: Steps for Processing 1099 Data Edit 1099 Payee Information This Edit 1099 Payee Information function allows you to view and edit the 1099 Payee data that was created with the Generate 1099 Payee Data function. Figure 7 5: Edit 1099 Payee Information Some things to note about this function: A payee record can be added or changed in this function. The Generate function can be run as many times as needed, but if a payee record was generated, then changed with this function, the changes are lost when the data is regenerated. If a new payee record is added with this function, and then the Generate function is run again, the new payee record remains unchanged by the Generate function. OA Year end Processing Guide, October

32 7: Steps for Processing 1099 Data 1099 Final Error Check When the payee data has been reviewed and all errors have been fixed, the 1099 Final Error Check function should be run to verify that all errors have been resolved. The selection screen for this function (shown below) works in the same manner as the Generate selection screen. Figure 7 6: 1099 Final Error Check Below is a sample of the 1099 Final Error Check report. Figure 7 7: 1099 Final Error Check Report OA Year end Processing Guide, October

33 7: Steps for Processing 1099 Data Print 1099 Forms Note When printing 1099 forms, you should be on the most recent version of Adobe Reader (such as Version XI). You must also make sure you select to print the 1099 forms with no scaling, i.e., they do not print to fit. The Print 1099 Forms function allows 1099 data to be printed to a special preprinted 1099 form. If any 1099 records have an error, the number of error records is displayed with a message; no 1099s are printed until the errors are resolved. Note The COINS W 2 and 1099 print programs are based on the forms provided by National Document Solutions (NDS). To order forms, call NDS Customer Service at or order online from Figure 7 8: Print 1099 Forms Form There are two slightly different formats for 1099 forms. The Form drop down box allows you to select either a Federal or Payee format. The Federal format is used for the form that is sent to the government. All other forms use the Payee format Year Payer Name These fields are used in the same way as the Generate and Error Check selection screens; in other words, you can select a payer for which to print 1099 data. From / To Payee Number These fields allow you to print one form, or a small subset of forms, from the entire group. This can be useful if part of a group of forms is destroyed due to a paper jam or other printing problem. OA Year end Processing Guide, October

34 7: Steps for Processing 1099 Data Create 1099 Magnetic Media File Use the Create 1099 Magnetic Media File function to create a magnetic file for the 1099s. Figure 7 9: Create 1099 Magnetic Media File Additional selection screen fields on this screen are Magnetic Media File Name and Save File in Directory. Magnetic Media File Name The government requires the file submitted to be named IRSTAX, but you can change the name if you wish to do a test run. Just make sure that the final creation of the file is named IRSTAX. Do not create the file under a different name and rename the file using an operating system command. This is because the file name is also stored in the ASCII file. Renaming the file at the operating system level does not change the name saved within the ASCII file. Save File in Directory The ASCII file is located on the COINS server at the Save File in Directory. It is best to use the directory name that defaults, but this can be changed. Note If the Report Generator does not have permissions to access the directory, no file is created. OA Year end Processing Guide, October

35 Chapter 8: Preparing for Payroll Yearend Processing There are several things you should do in November or early December in preparation for the Payroll End of Month process for December, which is also Payroll End of Year. For example: Update Payroll parameters to accept next year s payroll. Review and correct employee information. Review Pay Calculations or HR Benefits for Annual and YTD maximums. Review or add Employee Pay Calculations. Review Tax Authority Configuration for rate or wage limit changes and correct Tax ID numbers. Review changes to this year s W 2 form. Create and review a test W 2 batch. All of these items are discussed in this chapter. See Appendix A, Payroll Year end Processing Checklist, on page 79 for a suggested checklist that you may use for these preparations. OA Year end Processing Guide, October

36 8: Preparing for Payroll Year end Processing Update Payroll Parameters OA Payroll does not require you to perform any End of Year Processing. Instead, you simply update a parameter to indicate to COINS that you are ready to process in a new year. A Payroll parameter controls what years are available to accept timesheets for processing. You may have one or many years open at once. This allows payroll to be processed in a current year and corrections to be made in a prior year simultaneously. The global Payroll parameter PRYEARS contains a comma separated list of years that are valid for entry of timesheets. In addition to the current year (2016), you will need to enter the next year (2017) to that parameter to be able to process your first payroll of To make adjustments to the previous year (2015), add that year to the PRYEARS parameter prior to starting the payroll period for the corrections. Be sure to remove last year (2014) from the list to avoid errors. OA Year end Processing Guide, October

37 8: Preparing for Payroll Year end Processing Review Employee Maintenance Review the information on file for each employee. The more changes you can make to the permanent records in the Employee File, the fewer changes need to be made for the individual W 2s. If you make changes to Employee File information after creating the W 2s, you need to make the changes in the W 2 File as well. Pay particular attention to the information printed on the W 2, such as: Social Security Number If an employee does not have a SSN, use Name The Social Security Administration (SSA) has issued some regulations with respect to reporting employee names. Please see the following website s Question and Answer section for more information: Address Retirement, Statutory Employee, and Third Party Sick Pay fields The Retirement and Statutory Employee fields default from the Employee File onto the W 2 file. The Third Party Sick Pay field must be manually marked in W 2 File Maintenance. These relate to the check marks that appear in Box 13 of the W 2 form. You may also update other employee information at this time. Remember that changes made to exemptions, extra withholding amounts, etc., only affect subsequent payments. Past payroll history is not affected. OA Year end Processing Guide, October

38 8: Preparing for Payroll Year end Processing Review Global Pay Calculations Review the global Pay Calculations file in OA Payroll in December. Pay particular attention to: Annual and Total Maximums. W 2 Info defaults. These fields can be updated any time during the year, prior to creating W 2s. Other setup information can be reviewed as well, such as Excluded Earnings Categories and Related Deductions. Review Employee Pay Calculation File The Employee Pay Calculation file should be reviewed in December in preparation for the first payroll of the New Year. COINS uses the effective date of a pay calculation to determine whether it is appropriate for a particular employee pay calculation to be included in the payroll cycle. The Period End Date is used to evaluate flat amount calculations, while the Time Card Date is used to evaluate calculations based upon a percentage, rate per hour, or rate per day. Pay calculations may be entered into OA Payroll well in advance of the effective date. Calculations you should review or add include: Existing pay calculations that do not expire this year. Review these records for the correct Annual Maximum and Total Maximum values. You can do this by using the Employee Using view of pay calculation records in the global Pay Calculations file. You should correct any pay calculations in error by adding new pay calculations with the appropriate effective date (immediately or the first day of the first payroll of next year). Add new pay calculations for any fringes or deductions that expire at the end of the year, such as a flexible spending account or medical insurance. You may enter the new calculations at any time. The effective date of the pay calculations should be the first day of your new year (i.e., use an effective date of 12/24/16 for week ending 12/30/16, check date 1/4/17). Note Refer to the HR End of Year processing for additional instructions on updating pay calculations when using benefit plans as the source of the calculation. OA Year end Processing Guide, October

39 8: Preparing for Payroll Year end Processing Review Tax Authority Configuration Prior to the end of the year, review the Tax Authority Configuration files to ensure that the correct Tax ID numbers have been entered for Federal, State, and Local jurisdictions. These ID numbers are used on W 2s when they are printed, and in the W 2 File export routines that are ultimately sent to the taxing authorities. Tax Authority Configuration should be reviewed throughout December for changes to tax rates or limits on the following: Social Security Medicare Medicare Tax Rate for High Wage Earners FUTA SUTA DBL Workers Comp and General Liability Enter changes to any rates entered in Tax Authority Configuration as soon as you become aware of them by simply copying the previous record. Enter a new Effective Date, update the rates that have changed, and save your changes. OA Payroll uses the Effective Date of Tax Authority Configuration and the Check Date of the Payroll cycle to determine which rates and limits to use in calculations. Review Changes to W 2 Form for 2016 Note For detailed instructions on completing the W 2 form, see W 2 and W 3 Instructions in the Forms and Publications area of the IRS website ( No changes have been made to the W 2 form for OA Year end Processing Guide, October

40 8: Preparing for Payroll Year end Processing Initial Test of W 2s Note Test the printing of the W 2s in early December to uncover and resolve potential printing problems. Please do not wait until the end of the month. Factors such as age and condition of printer and print drivers can affect alignment. Although the W 2s do not need to be printed until January, you should create a test W 2 batch now. Performing W 2 testing now has many advantages, such as: Becoming familiar with the W 2 programs and ensuring they work properly on your system. Ensuring that the forms print correctly and the data is aligned properly. Discovering potential earnings/w 2 discrepancies in time to fix them in the current Payroll year. By discovering inaccuracies early, you can make the necessary corrections in the permanent files rather than just on the W 2s. For example, you can run an adjusting Payroll and adjust amounts both on the W 2 and in Payroll history. Note Pay particular attention to negative earnings and negative deduction amounts. The IRS and SSA do not accept negative values. These negative values appear as zero on W 2s and on the W 2 Report. See Chapter 10, W 2 Processing, on page 43 for more information on preparing W 2s and Review Changes to W 2 Form for 2016 on page 39 for information on changes to this year s W 2 form. OA Year end Processing Guide, October

41 Chapter 9: Payroll End of Year FICA rates and limits can change from year to year. Please verify and enter the correct rates/limits as officially announced for As soon as the new rates are published, you may go to Payroll > Company Setup > Tax Authority Configuration to enter a new Tax Authority Configuration record with the appropriate effective date. Payroll calculations use the Check Date of the payroll to find the correct Tax Authority Configuration record to use when payroll is processed. Figure 9 1: Tax Authority Configuration In COINS OA, it is important to note that there is no separate End of Year menu item in the Payroll module. In reality, the Payroll year end occurs when you stop processing payroll in Year One and begin processing payroll in Year Two. Payroll parameter PRYEARS (Payroll > Global Setup > Configuration > Parameters) defines which calendar years are available for payroll processing, as shown below. OA Year end Processing Guide, October

42 9: Payroll End of Year Figure 9 2: PRYEARS Parameter When you begin a new payroll in OA and have more than one year listed in the PRYEARS parameter, you are prompted for the payroll year. Figure 9 3: Twice Monthly Period Maintenance OA Year end Processing Guide, October

43 Chapter 10: W 2 Processing The process of preparing W 2s should run smoothly if you follow these instructions and have completed the preparations recommended in Chapter 8, Preparing for Payroll Yearend Processing, on page 35. COINS supports sheet fed forms intended for use on a laser or ink jet printer. Note The COINS W 2 and 1099 print programs are based on the forms provided by National Document Solutions (NDS). To order forms, call NDS Customer Service at or order online from Use the Payroll module's W 2 Processing Menu to prepare and print W 2s for your employees. In this chapter are the steps you should follow to prepare, print, and file W 2s. Note Be sure the year end release Service Pack has been loaded before performing this function, except for test batches. For Ohio W 2s only: Beginning with the 2016 tax year (i.e., W 2s issued in January 2017), the Ohio Department of Taxation (ODT) requests employers reporting school district withholding to list the 4 digit school district number along with the school district name in Box 20 of the W 2 form. (For example, Greenville CSD 1094 becomes GVLCSD1094 in Box 20.) This avoids errors by allowing employers to clearly distinguish between the city and school district withholding on the W 2 forms. The label for Localities can be updated in the Description field of the Payroll Tax Code file in COINS. If you have already generated your W 2 batches, you can either edit the W 2 files or update the Tax Code File in Payroll and then regenerate the W 2 batch. Go to tax.ohio.gov for more information, sample W 2s, and a link to The Finder (an online tool providing the correct number for each Ohio school district). OA Year end Processing Guide, October

44 10: W 2 Processing Create W 2 Batch The Create W 2 Batch option in Payroll allows you to check for errors and then create a batch of W 2 records for a payroll year which can be reviewed, edited, and printed. Show Employees in Error 1. Go to Create W 2 Batch under Payroll > Administration > W 2 Processing. 2. Prior to creating the batch, you should run a check on payroll data using the Show Employee Error List option in the Mode field. Figure 10 1: Create W 2 Batch 3. Correct all errors prior to running the Create W 2 File option in the Mode field. Figure 10 2: Error Report Note The Social Security Administration s Business Services Online (BSO) website provides a tool for verifying social security numbers online, as well as other useful information. You must register before you can use Social Security Number verification or any of the BSO online tools. Go to OA Year end Processing Guide, October

45 10: W 2 Processing Create W 2 File Once all errors have been corrected, run the Create W 2 File option in the Mode field. Figure 10 3: New Jersey Wage Reporting fields Batch Provide a batch name or id in which to hold the W 2 records. This can be anything meaningful, and it does not appear on W 2 forms. Control Number You may choose to enter a control number. Type of Employment Generally, this will be Regular. Create Combined Locality W 2s for Pennsylvania If you have done business in Pennsylvania during the tax year, indicate if you wish to have a single W 2 per employee for all Pennsylvania locality withholdings. If you have done business in New Jersey during the tax year, enter the following information for New Jersey wage reporting: FLI% Family Leave Compliance Percentage FLI Private Plan Family Leave Compliance Private Plan name DI P.P.# Disability Compliance Private Plan OA Year end Processing Guide, October

46 10: W 2 Processing Your W 2 Batch will be available for review or editing from the W 2 File Maintenance Workbench (shown below). W 2 batches can be deleted and recreated as often as desired; however, remember that any changes you make to records within a W 2 batch are lost if you recreate it. Figure 10 4: W 2 File Maintenance Run W 2 Report 1. Run the W 2 Report from Administration > W 2 Processing. You may run the report in detail, or choose the Print Totals Page Only option. Figure 10 5: W 2 Report 2. Review the report in detail to ensure the following data are complete and accurate: Verify the employee information is accurate and that withholding data are complete. Verify Boxes 10, 12, and 14 totals from the W 2 Report agree with year to date amounts from the Pay Calculation report and the Earnings History report. Verify W 2 gross wages and withholdings agree with the year to date amounts on the Tax Summary report. OA Year end Processing Guide, October

47 10: W 2 Processing Figure 10 6: W 2 Report Employee Data Figure 10 7: W 2 Report Totals OA Year end Processing Guide, October

48 10: W 2 Processing 3. Correct any W 2 information that is in error. a. Make necessary changes by running an adjusting payroll for the W 2 year. This is done like a standard payroll. Payroll parameter PRYEARS must include the tax year you are correcting. All open periods must be posted before an adjusting payroll can be processed. Future periods can remain on file. After the adjusting payroll is posted, rerun Tax Summary reports and verify the year to date amounts. Once adjusting payrolls are complete and year to date amounts have been reconciled, create a new W 2 batch and run the W 2 reports. b. You may edit the W 2 data directly by opening W 2 File Maintenance, clicking the Batch ID, and selecting the W 2 record to be amended. Make changes and save your data. You may also add new W 2 records, if necessary. Note If you edit W 2 records via W 2 File Maintenance or via Adjusting Payrolls, be sure that tax deposits, tax returns, etc. reflect the adjustments. Here are some examples of items to review: Make certain all Box 12 entries contain a 1 or 2 letter code, using the letters A through Z (excluding Code I, Code O, Code U, and Code X), AA, BB, CC, DD, or EE. Verify that the totals tie to corresponding COINS reports. For additional information, see the instructions on the back of the W 2 form. An import utility is available to allow you to import Box 12 changes made on a spreadsheet into COINS for inclusion on the W 2. See Appendix G, Import Box 12 Entries, on page 109 for more information on using the import. Verify the Box 13 check marks for individual W 2s: Retirement (formerly Pension Plan), Statutory Employee, and Third Party Sick Pay. The Retirement and Statutory Employee settings come from the Employee File setting for each employee, but the Third Party Sick Pay setting is in W 2 File Maintenance. You may see the following warning message: General Info is not consistent with Employee File - Continue Y/N. This normally appears when data such as the Social Security Number, address, or pension plan indicator on the W 2 are not the same as in the Employee File. Other frequent errors include: Invalid state codes Negative numbers in any numeric fields, which are not allowed by the IRS OA Year end Processing Guide, October

49 10: W 2 Processing Verify company information. Company address in System > Company Setup > Configuration > CO Configuration Federal EIN from the Employer TIN number in the System > Company Setup > Configuration > CO Configuration file in Payroll State EIN from the Tax Authority Configuration file in Payroll Locality EIN and W 2 Mag Locality Code from the Tax Authority Configuration file in Payroll Relabel Box 14 data for New Jersey. Use the Change SUTA Label action on W 2 File Maintenance to modify the Box 14 label on New Jersey W 2s. This step applies if you have any employees with New Jersey SUTA withholding. Note The New Jersey Department of Revenue requires that SUTA withholding be displayed in Box 14 with a prefix of WD HC (instead of the COINS default label, SUTA). New Jersey also requires that withholdings for its paid family leave program appear in Box 14 with the label FLI. Run the W 2 Report for the changed W 2 batch and perform a final review. After you have made all necessary W 2 changes and completed the final review, you are ready to print the W 2 forms. Note When printing W 2 forms, you should be on the most recent version of Adobe Reader (such as Version XI). You must also make sure you select to print the W 2 forms with no scaling, i.e., they do not print to fit. Other W 2 Issues Whenever you intend to compare your W 2s with the W 2 Report, use the same selection criteria for both. Some localities accept a report in lieu of W 2 copies or electronic/magnetic media. The Tax Summary for Localities is a good report to submit for this purpose. OA Year end Processing Guide, October

50 10: W 2 Processing OA Year end Processing Guide, October

51 Chapter 11: Electronic/Magnetic Media Filing for W 2s Federal tax laws require employers who file more than 250 W 2s to do so using electronic/magnetic media in the formats published by the Social Security Administration (SSA). Many states and localities have also set similar requirements. Note If your W 2 data are being sent electronically/magnetically to certain tax agencies, do not send duplicate printed information to those tax agencies. Submitting the same data electronically/magnetically and on paper forms could result in the imposition of fines. COINS Electronic/Magnetic Media Services COINS offers electronic/magnetic media services to clients who prefer not to file the electronic/magnetic media themselves. The information in this section relates specifically to these services, but it can also be helpful to clients who file the electronic/magnetic media themselves using software designed for that purpose. If COINS is to act as the transmitter for State filing, please send the appropriate transmittal form required for each state, completed and signed, to COINS. This is because most states require this information with the electronic filing or as a separate filing. If it appears that you will be unable to deliver the required information to COINS on time, we recommend that you file for an extension with the appropriate taxing authorities. Note Be sure to send COINS only the appropriate transmittal forms. Do not send us the Quarterly Tax Returns or any tax payments. They should be submitted directly to the Federal, State, or Local government. OA Year end Processing Guide, October

52 11: Electronic/Magnetic Media Filing for W 2s Preparing Files for Electronic/Magnetic Media Services The following instructions provide the steps for converting the W 2 data to a special ASCII format. When COINS receives your data, it is converted into the formats specified by the various tax agencies. Your W 2 data can then be sent to these agencies using electronic/magnetic media. Note If you have more than one COINS company that needs electronic/magnetic media processing, repeat this procedure for each of them. 1. Verify W 2 Data Certain W 2 errors can lead to rejection of your electronic/magnetic media by the IRS. Print the W 2 Report and use it to verify the W 2 data. See Run W 2 Report on page 46. Correct any errors prior to printing the W 2s or preparing the electronic/magnetic media. 2. Verify Company Information Please make sure your Company Address, Federal EIN, and State EIN are correct. 3. Verify FICA Limits Review your FICA limits for this year to ensure they are correct. 4. Print W 2 Report When you have finished modifying the W 2 data, print another copy of the W 2 Report so that you have a reconciliation and backup of your changes. 5. Dump W 2 File Select the W 2 File Dump option on the W 2 Processing Menu. Choose the correct Batch ID. You are prompted for a two digit file code that becomes part of the dumped file name. OA Year end Processing Guide, October

53 11: Electronic/Magnetic Media Filing for W 2s Figure 11 1: W 2 File Dump When performing a file dump, locality codes should not be blank if any locality history records exist; otherwise, you receive an error message stating that they are blank. Refer to the Tax Codes and Locality Groups table in the COINS Client Area website; this table contains the tax codes and locality groups already established in the Payroll Tax Code File for each locality for which employers must collect income based taxes for their employees. Appendix H gives you a list of Postal Abbreviations and Numeric Codes for States that can be used when processing Magnetic Media. If you are using more than one W 2 batch, you must dump each batch separately, being sure to choose a different file code for each batch. When you dump a W 2 batch, the system creates two files. A system message gives you these file names and location. The file names W2DP and W2DP C are derived as follows: W2DP+<2 digit year>+<file code>.<3 digit company #> or W2DP W2DP+<2 digit year>+<file code>.<3 digit company #>+C or W2DP C 6. Send Files to COINS Do not send COINS your actual database files; only send the W 2 files you dumped in Step 5. Dump W 2 File. When you are ready to send the data to COINS, you need to locate all the files you have dumped. There are two files for each dumped W 2 batch, with file names in the format described in Step 5. These files can be found either in (1) System > My Files; or (2) Report Status screen > My Files tab. Note Be sure to send both of these files, as well as the Totals page or pages of your W 2 Report, to COINS. OA Year end Processing Guide, October

54 11: Electronic/Magnetic Media Filing for W 2s The preferred method of transmitting files to COINS is via to W2magmedia@coinsglobal.com. 1. Type Electronic/Magnetic Media Data Files for Tax Year 2016 in the subject line of the Attach the electronic/magnetic media files to your Please be sure to send the Totals page of the W 2 Report and completed transmittal forms to COINS by , fax, or regular mail. Indicate on the how these additional pages are being transmitted. We use the Totals page or pages at the end of your W 2 Report to verify the validity and accuracy of the data when we complete our processing. Note COINS has an option to print the Totals only page when printing the W 2 Report. Although is the preferred method of transmitting files, you can also mail or fax the Totals page and any other year end correspondence to: COINS Tax and Electronic/Magnetic Media Processing 6 Airport Park Blvd. Latham, NY Fax: (518) If you choose to submit your files via , you should receive an acknowledgement of your submission to COINS. Please helpdesk@coinsglobal.com or call COINS Support at (518) for the Magnetic Media Team if you do not receive this acknowledgement in a timely fashion. OA Year end Processing Guide, October

55 Chapter 12: Job Status End of Year processing for the Job Status module involves setting up global valuation dates, which define the cost periods in Job Status. These dates must be set up for each company. Set Up EOY Global Valuation Dates To set up end of year global valuation dates, follow the steps below. 1. Select the company where you want to set up the valuation dates. 2. Go to Job Status > Setup > Setup Maintenance > Global Valuation Dates. This takes you to the Global Valuation Dates screen, as shown on the next page. OA Year end Processing Guide, October

56 12: Job Status Figure 12 1: Global Valuation Dates 3. Click the Add button. 4. A period number automatically appears in the Period field, as shown below. It is the subsequent period based on the number of periods per year. Figure 12 2: Add record 5. In the Date field, enter the valuation date to use as the end of the cost effective period for this company. This date should be the last period of the year, such as 12/31/ Save the record. OA Year end Processing Guide, October

57 12: Job Status 7. Repeat this process for each company you wish to set up global valuation dates for by changing the company in Step 1 and then following Steps 2 through 6. OA Year end Processing Guide, October

58 12: Job Status OA Year end Processing Guide, October

59 Chapter 13: General Ledger COINS OA allows two years to be available in the General Ledger module at any given time; these two years are identified in the system as This Year and Next Year. This two year window is usually rolled forward in December (end of year) if your company fiscals are based on a calendar year. To determine which two years are available in GL, go to Global Periods Maintenance by using the appropriate path below: In Version and above: General Ledger > Period Processing > Periods All Modules This Company. In Version and below: General Ledger > Setup > Configuration > Global Periods Maintenance. In Global Periods Maintenance, filter to Next Fiscal Year, as shown in the screen below. If your fiscals are not based on a calendar year, you do not need to roll your year forward in December; instead, you will probably do it a month before your Next Fiscal Year ends. Figure 13 1: Global Periods Maintenance OA Year end Processing Guide, October

60 13: General Ledger You should also filter to All Years (as shown in the screen below) and add 2017 periods if they are not already on file. Note The periods must be created in each separate internal company (kco). Figure 13 2: Global Periods Maintenance After you have set up the next 12 fiscal periods, you can roll your year forward by going to General Ledger > Period Processing > Year End This Company (v11.03 and above) or General Ledger > Administration > GL Year End (v11.02 and below), as shown in the screen below. When this is done, you can no longer make any entries in the This Year periods since it rolls Next Year to This Year and creates a new Next Year based on the fiscals set up in the previous step. OA Year end Processing Guide, October

61 13: General Ledger Note It is recommended that you perform the Year End process at least one month before the end of Next Year. Figure 13 3: GL Year End Once end of year is completed, you should see the new This Year and Next Year periods in General Ledger > Period Processing > Periods All Modules This Company (v11.03 and above) or General Ledger > Setup > Configuration > Global Periods Maintenance. (v11.02 and below). If you have multiple companies, you can administer them all within the same company by adding periods and performing year end under the following: For adding periods: In Version v11.03 and above: General Ledger > Period Processing > Periods All Modules Multi Company In Version and below: General Ledger > Administration > Cross Company Administration > GL Periods (Cross Company) For year end: In Version v11.03 and above: General Ledger > Period Processing > Year End Multi Company In Version and below: General Ledger > Administration > Cross Company Administration > GL Year End (Cross Company) Below are sample cross company screens for both Global Periods Maintenance (Figure 13 4) and GL Year End (Figure 13 5). OA Year end Processing Guide, October

62 13: General Ledger Figure 13 4: Global Periods Maintenance (Cross company) OA Year end Processing Guide, October

63 13: General Ledger Figure 13 5: GL Year End (Cross company) OA Year end Processing Guide, October

64 13: General Ledger OA Year end Processing Guide, October

65 Chapter 14: Human Resources Preparing for EOY 1. Review Personnel File Maintenance Populate any data in the Personnel records that are missing, such as drivers license information, I 9, and qualifications. 1. HR Status When filtered on Current, all personnel should have a status that represents Active. The default Active status is defined in the HR Parameter STATACT (the code(s) in HR Status that represents an Active status). When filtered on Left, all personnel should have a status that represents Terminated. The default Left Status is defined in the HR Parameter STATTRM (the code(s) in HR Status that represents a Termination status). 2. Benefit Group Use the Print button on the Personnel Workbench and choose the Benefit Group field as one of the printed fields; verify all benefit eligible employees have a valid benefit group. 3. Employee Class On the Personnel Workbench, click the Employee Class column header to sort by Employee Class. All employees must have an employee class. Populate any employees who are missing an employee class. 4. Drivers License Expiration Use the Drivers License Report under Personnel Reports to report on any personnel whose drivers license has expired or will expire in the near future. (For detailed information on using the Drivers License Report, refer to the OA HR Reports Manual on the COINS Client Area website, section 2.15 Drivers License Report, beginning on page 20. There is also a sample report in Appendix A on page 25.) OA Year end Processing Guide, October

66 14: Human Resources 2. Review Training, Qualifications, and Competencies 1. Not Attended Report Run the Not Attended Report under Training/Assessments Reports for any required course(s). This should be done early enough to allow anyone who has not taken a course to schedule and attend prior to the end of the year. 2. Archive Training/Assessments If you are using archiving, go to the Training/Assessments Workbench, select the course(s) and/or assessment(s) you want to archive, and select Archive from the action list. If you selected a course/assessment in error, filter on All or Archived, select the course/assessment that was archived in error, and select De Archive from the action list. HR parameters relevant to archiving/assessments are: TRATTARC (use archiving on training/assessments) This determines if you are using archiving or not. TRIGNARC (ignore archived training/assessments when checking competencies) If you use archiving, check this parameter to determine if archived courses are ignored when checking competencies. 3. Qualification/Competency Expirations If you are using qualifications and/or competencies, check for any that will be expiring in the near future. Person Competency Expiration Report Run the Person Competency Expiration report under Competencies Reports; use from and to dates that fit your requirements. For example, if you only want to know which competencies expire in November and December of 2016, enter From: 11/1/16 and To: 12/31/16. Qualifications Expiration Dates Inquiry Use the Qualifications Expiration Dates inquiry under Inquiries. To see qualifications that expire with a certain predefined length of time, use the Filter button to select an appropriate length of time. To see qualifications that expire using from and to dates, click the Advanced Filter button and enter the appropriate dates in the Expiration Date From and To fields. OA Year end Processing Guide, October

67 14: Human Resources 3. Review Audit Configuration 1. Configuration Standard Auditing Check the Number of Days History and Fields columns for each of the tables in Standard Auditing under Auditing > Configuration. The Standard Auditing tables include: pp_course Training Courses Held pp_events HR Events pp_organisation Personnel File These tables are predefined for standard auditing purposes. However, the number of days and fields can be defined specific to your database and/or each company within the database. Company Specific Auditing To change standard auditing for a specific company, select the table(s) you want to change for that company, then select Create Company Specific from the action list. You must have the company selected in the Company selection drop down prior to selecting Create Company Specific. For example, if company 2 in your database does not use Training/Assessments, you may want to change just that company to zero days and no fields for the pp_course table. To do this: Select company 2 from the Company selection drop down. Go to Human Resources > Auditing > Configuration > Standard Auditing. Select the pp_course table, then select Create Company Specific from the action list. You can now make the change(s), and they will only pertain to the selected company (2). Note **IMPORTANT: If you make any changes prior to using the Create Company Specific action, the change affects all companies within the database. 4. Review Accrual Plan Balances 1. Verify accrual balances for all plans and employees. OA Year end Processing Guide, October

68 14: Human Resources Print the Accrual Balance Report located under Benefit Reports, or print the accrual information by using the Print function on either the Plan Enrollment tab of the Accrual Plan(s) or the Benefit Plan Enrollment Inquiry. Select the fields necessary to see the accrual balance, accrual frequency, and accrual rate, as well as any other fields you wish to print. The Print function also creates an Excel output file which you can use to determine if employees with negative balances will accrue enough time to bring their balance to zero prior to EOY. Review plan rates Ensure Maximum Accrual Balance and Maximum Accrual Carryover fields are set correctly. Plans with zero carryover Verify that employees do not have excessive balances for plans that do not allow for carryover, and notify the employee. Employees with negative accrual balances If you have employees with negative accrual balances and accrual plans that either do not allow carryover or allow limited carryover hours, verify that anyone with negative hours will accrue enough hours to bring their balance to zero prior to doing accrual plan end of year. 5. Review Dependent Enrollments for Aging Out Choose the Benefits Maximum Age Dependent Report under Reports > Benefits to determine if any currently enrolled dependents will be aging out of eligibility. Do this prior to enrolling dependents in new plan rates or using the Create Benefit Enrollments action to enroll personnel and their dependents in new plan rates. Manually end date any dependent enrollments that have or will be aging out in the near future. For detailed instructions on running the Benefits Maximum Age Dependent Report, refer to Appendix E, Benefits Maximum Age Dependent Report. 1. Collect information on benefit and accrual plans for changes that will be implemented for the new year. 2. Check with providers for rate, bracketing, and other changes. 3. Check Federal, State, and Local laws for any changes mandated for benefit plans. For example, has the maximum allowable deduction for 401k increased or decreased? If so, a new plan rate must be created to allow for the change in the maximum allowable deduction. OA Year end Processing Guide, October

69 14: Human Resources 4. Check for changes in the standard uniform premium rates. If changes have been made in the standard uniform premium rates, enter those changes in Human Resources > HR Maintenance > Benefits > Standard Uniform Premiums. 5. Check company policy for any changes. For example, has the company match of 401k changed? If so, new matching schedule(s) must be added as well as new plan rate(s), which enable the use of the Create Benefit Enrollments action. 6. Check Benefit and Accrual Plan Enrollment Groups Benefit Enrollment Groups are set up in HR Maintenance > Lookup Codes under the Lookup Type for Enrollment Group. They are used to group benefit plans into groups. When using enrollment groups, an employee may not be enrolled in more than one benefit plan of the same enrollment group. For example, if you offer multiple Medical Insurance plans such as UHC and BCBS and want to ensure personnel cannot be enrolled in both medical plans, set up an Enrollment Group for Medical Insurance and enter that enrollment group on the Details tab of both benefit plans. Enrolling personnel in a different plan in the same enrollment group automatically ends any existing enrollment in another plan of the same enrollment group. 1. If enrollment groups have not been entered on plans: Create enrollment groups. Go to Human Resources > HR Maintenance > Lookup Codes > Enrollment Group. (For detailed information about enrollment groups, refer to the OA HR Benefits Administration Handbook section Details Plan Details, Page 12, Enrollment Group, available on the COINS Client Area website.) Enter enrollment groups. Determine which enrollment group, if any, that each benefit and accrual plan should be in. Go to the Plan Details tab of the Plan and/or Accrual Plans Workbench and select the appropriate enrollment group from the drop down list. 2. If enrollment groups have been entered: Check each plan to ensure it is in the correct enrollment group. Go to the Benefit Plan Workbench and use the Print function; select Enrollment Group as one of the fields to print. For example, if you have enrollment groups of MEDICAL, DENTAL, and VISION, and Delta Dental 3T DMO is in an enrollment group of VISION, which is probably not correct, change the enrollment group to DENTAL for that plan. OA Year end Processing Guide, October

70 14: Human Resources 7. Determine Period Ending Start Date for First Payroll of New Year The Period Ending Start Date of any new rates does not need to be greater than or equal to the Start Date used when the new rates are entered. Example 1: The PR Period ending 12/27/16 is the first payroll of Enter new plan rates with a Start Date of 1/1/17 and Period Ending Start Date of 12/27/16. This will create enrollment records with a Start Date of 1/1/17 with a Period Ending Start Date and therefore associated pay calculations dated 12/27/16. Example 2: The PR Period ending 1/6/17 is the first payroll of Enter new plan rates with a start date and period ending start date of 1/1/17 or greater. You can enter a Start Date of 1/1/17 and a Period Ending Start Date of 1/6/17. Preparing Benefit Plans for New Year 1. Update Benefit Plans 1. Enter new benefit plan rates for any rate changes. Create new plan rate records. Use the Start and Period Ending Start dates determined in 7. Determine Period Ending Start Date for First Payroll of New Year on page 70 when creating the new plan rate records. You can do this manually by copying individual existing rate records or by using the Bulk Copy function. For detailed instructions on adding new rate records, refer to Appendix C, Adding New Rate Records. 2. Enter new benefit plans for any changes in providers. Create new plan record(s) for the new provider(s). Note Enter the new plans using enrollment groups that are the same as the existing plans of the same type. Create new plan rates for the new plan(s). 3. Life insurance plans subject to imputed income that have new plan rates: Enter plan rates for life insurance that is subject to imputed income. Use a Start and Period Ending Start date as determined in 7. Determine Period Ending Start Date for First Payroll of New Year. OA Year end Processing Guide, October

71 14: Human Resources 2. Update Accrual Plans 1. Enter new accrual plan rates for any changes in seniority basis. Enter new accrual plan rates. If your company has a vacation plan based on seniority with 0 receiving 40 hours per year, 5 receiving 80 hours, and 15 receiving 120 hours, and they are changing to seniority 0 receives 40, 3 receives 80, 5 receives 120, 10 receives 160, and 15 receives 200. Enter the new plan rates with an effective date that corresponds with your accrual plan year. For example, if your accrual plan year follows the calendar year, use a start date of 1/1/ Enter new accrual plans for any new accrual plans implemented. Enter new accrual plans. If your company previously offered only a vacation plan and is adding a sick time plan, enter the new sick time plan. Refer to Appendix C: Accrual Plans in the OA HR Benefits Administration Handbook on the COINS Client Area website for detailed information about setting up new accrual plans. Use an effective date that corresponds with the beginning of your accrual plan year. OA Year end Processing Guide, October

72 14: Human Resources Update Enrollment Records 1. Update Benefit Plan Enrollments 1. Manually end date or change any enrollments that are changing due to open enrollment. If you offer multiple options for a particular plan and/or multiple tiers, and a person is changing their plan selection and/or tier level, you should manually enter the new enrollment using the same Start and Period Ending Start dates that were used when entering new rates. Any prior/existing enrollments in the same plan or enrollment group automatically end date. **IMPORTANT INFORMATION** Existing enrollments in different plans only automatically end date if both plans are in the same enrollment group. If both plans are not in the same enrollment group, you should end date existing enrollments prior to adding new enrollments. Pay calculations created when a plan is end dated are dated one day following the end date entered. If, for example, the end date used is 12/31/16, a zero calculation is added to the employee dated 1/1/17. If the new enrollment uses the same pay calculation and you use a start date of 1/1/17, the zero calculation created by end dating the existing enrollment is overwritten with the appropriate amount for the new enrollment. However, using a Period Ending Start Date on the new enrollment that is less than one day after the date used to end the existing enrollment creates a zero pay calculation dated after the valid calculation. If, for example, you end date an enrollment with a date of 12/31/16, a zero pay calculation is created with a date of 1/1/17. If you enter the new enrollment with a Period Ending Start Date of 12/30/16, the pay calculation for the new enrollment is dated 12/30/16. Therefore, no calculation occurs because the zero calculation is dated later than the new enrollment calculation (1/1/17 is after 12/30/16). 2. Create benefit enrollments. After you have created the new plan rate records on the Plan Rates tab, select the newly created rates and use the Create Benefit Enrollments action to automatically enroll any personnel already enrolled in this plan into the new plan rates with starting and period ending start dates equal to the plan rate records. The Coverage Code and Rate Class for the new enrollment will be exactly as they were in the existing enrollment. For detailed information on using the Create Benefit Enrollments action, refer to page 94. OA Year end Processing Guide, October

73 14: Human Resources 3. Life insurance plans subject to imputed income that DO NOT have new plan rates. Use the Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations action. Go to the Plan Workbench, select the plan(s) subject to imputed income calculations for life insurance that did not have rate changes, and use the action to age for imputed income purposes. For detailed instructions on using the Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations action, refer to Create Benefit Enrollments Due to Age Changes for Plans Subject to Imputed Income Calculations on page 94. Note Changes to the Standard Uniform Premium Table must be made before running this action. 4. Enter or bulk load enrollments. Manually enter enrollments in new plans either on the Benefits tab of the Personnel Workbench/Personnel Summary, or bulk load using the Personnel Data Load. For detailed instructions on using the Personnel Data Load to bulk load enrollments, refer to Bulk Load Benefit and Accrual Plan Enrollments on page Create benefit enrollments due to age changes. Use the Create Benefit Enrollment Due to Age or Seniority Changes action to create enrollments based on age changes for any plans that are age bracketed (for example, Life Insurance and Disability plans). Refer to Chapter 9 Create Benefit Enrollments due to Age or Seniority Changes in the OA HR Benefits Administration Handbook on the COINS Client Area website for detailed instructions. 2. Update Accrual Plan Enrollments 1. Manually end date or change any enrollments that are changing due to accrual plan restructuring. If you are changing your accrual plan structure, and not using enrollment groups, you must manually end date existing enrollments and either manually add or bulk load new enrollments. For example, you currently have one vacation plan for both office and field employees. However, you are changing to two vacation plans; one for office employees and another for field employees. OA Year end Processing Guide, October

74 14: Human Resources ** IMPORTANT INFORMATION** Existing enrollments in different plans only automatically end date if both plans are in the same enrollment group. If both plans are not in the same enrollment group, you should first end date existing enrollments prior to adding new enrollments. If the accrual plan type for both the existing and new enrollment is the same, the history, accruals, usage, and balance information automatically carryover to the new enrollment. If you do not want this to happen, you must use a new accrual plan type that is not already in use. If you add new accrual plan type(s), you must also update the Payroll parameter ACCRTYPE (HR Benefit Accrual Plan Types to appear on check/payslip) to include the new accrual plan type if you want it printed on the check/payslip. The parameter is in Setup > Parameters for each payroll frequency. Therefore, if you run both weekly and 2 weekly payroll, you must update the parameter in both frequencies. 2. Enter or bulk load enrollments. Manually enter enrollments in new plans either on the Benefits tab of the Personnel Workbench/Personnel Summary, or bulk load using Personnel Data Load. For detailed instructions on using the Personnel Data Load to bulk load enrollments, refer to Bulk Load Benefit and Accrual Plan Enrollments on page Create benefit enrollments due to seniority changes. New enrollments in accrual plans cannot be created using the Create Benefit Enrollments action. Therefore, after entering changes in accrual plan seniority basis by entering new plan rates, you must run the Create Benefit Enrollments Due to Age or Seniority Changes action from the Accrual Plans Workbench. You should also perform this action if you have entered new accrual plans due to restructuring. This should be done after Accrual Plan EOY. Use an effective date that corresponds with the end of your accrual plan year; for example, 1/1/16. Refer to Chapter 9 Create Benefit Enrollments due to Age or Seniority Changes in the OA HR Benefits Administration Handbook on the COINS Client Area website for detailed instructions. 3. Run End of Year for Accrual Plans 1. Determine if EOY must be performed for each accrual plan. Accrual information in OA HR is not based on previous year/current year as may be the case with other systems. Therefore, performing EOY is not always necessary. OA Year end Processing Guide, October

75 14: Human Resources Accrual plans based on anniversary date. Because the beginning and end of the accrual year for these plans are based on the person s anniversary date, EOY is performed every time Generate Benefit Accruals for Anniversary Plans is run. Accrual plans that allow for all accrued hours to be carried over. You do not need to perform EOY for these plans because no adjusting entries are necessary. Note If personnel have been allowed to go into negative accrual hours, used more hours than they have accrued, and you perform EOY, anyone with negative hours will have an adjusting entry done to bring their accrual balance to zero. Accrual plans that allow limited or no carryover of hours. EOY must be performed for any accrual plans that allow only a limited number of hours to be carried over or allow for no carryover. You should be aware of any exceptions to the rule and account for those during the EOY process. Select the accrual plan(s) for which you will be performing EOY. Use the Process Benefit Accruals Plan Year End action from the Plan or Accrual Plan Workbench to perform EOY. Refer to Appendix B, Accrual Plan EOY Processing for detailed instructions. OA Year end Processing Guide, October

76 14: Human Resources Important Information for OA HR on TI PR clients **IMPORTANT INFORMATION REGARDING ACCRUAL PLAN EOY and PAYROLL EOY FOR OA HR ON TI PAYROLL CLIENTS!!** 1. Before performing Payroll EOY in Ti: If your accrual year does not correspond with your payroll year, go to Payroll Company Tailoring and make sure Benefit Accrual EOY Processing during End of Month Processing or via Utility (E/U) is set to U (Utility). You can also check this by going to the Benefit Accruals menu and selecting #3 (EOY Benefit Accrual Processing). If you receive a message that states PR Company Tailoring is not set to use this utility, the flag is set to E (End of Month Processing), and when you do PR EOY, you will also perform Accrual EOY in Ti. Doing this throws your prior/current year numbers off if you are still using the Benefits Report in Ti. Another indication that this flag is set to U is if you print accrual information on your checks. When set to U, only accrual balances print on the checks; information is not blocked as prior/current year because OA HR does not follow the concept of prior/current year. Figure 14 1: Benefit Accrual EOY Processing field 2. You must perform Accrual EOY in Ti even if you do not perform EOY in OA HR if you are using the Benefits Report in Ti. For example, plans in OA that allow all hours to be carried over do not require EOY processing in OA; however, they require EOY processing in Ti to move the hours from Current to Prior year for the accrual plan year you are ending. 3. Performing EOY in the correct order when using OA HR on Ti PR is extremely important. Perform EOY in this order: a. Check/change the PR Company Tailoring flag for Benefit Accrual EOY Processing...(E/U) to U. b. Process any Payroll in the current year that has time cards with prior year accrual usage. For example, PR Period ending 1/3/17 has time cards with Vacation usage dated 12/30/16. (2017 Payroll with 2016 Accrual Usage.) c. Process OA Accrual EOY for all necessary plans. Refer to Appendix B for instructions on performing OA Accrual EOY. d. Process Ti Accrual EOY for ALL accrual plans. OA Year end Processing Guide, October

77 14: Human Resources Note **IMPORTANT NOTE: After Accrual EOY has been performed, never enter accrual entries dated the prior year in either Ti or OA. Doing so can potentially cause damage to records that can only be repaired by a programmer at COINS, which is a billable service. OA Year end Processing Guide, October

78 14: Human Resources OA Year end Processing Guide, October

79 Appendix A: Payroll Year end Processing Checklist Use this checklist to prepare for the end of the Payroll year. Key year end tasks are shown in OA End of Year Timeline on page 7. Note Most file maintenances in OA use the concept of effective dates. There is no need to wait until the first of the year to update files. 1. Order W 2s and Form 1099s for See Ordering Your Forms in Chapter 3 on page If you need COINS assistance to copy your environment for testing, contact your Project Manager to schedule it well in advance. 3. Review Employee File Maintenance. See Review Employee Maintenance in Chapter 8 on page 37. a. Check Employee Name conventions. b. Check Addresses. c. Check Pension/Retirement field. 4. Review Earnings Category File. a. Verify that the correct W 2 boxes have been entered. b. Check Taxability fields. c. Set the Dormant flag on any Earnings Category that is no longer in use. 5. Review Job Calculations File and Union Calculations File. a. Verify that the correct W 2 boxes have been entered. b. Check Taxability fields. c. Set the Dormant flag on any calculation that is no longer in use. OA Year end Processing Guide, October

80 Appendix A: Payroll Year end Processing Checklist 6. Review Pay Calculations File and Employee Pay Calculation File. a. Verify that the correct W 2 boxes have been entered. b. Check Taxability fields. c. Set the Dormant flag on any Employee Pay Calculation that is not relevant in the upcoming year. An example would be an Employee Loan that has been paid in full during the previous year. d. Verify that Total Maximum amounts have not changed. 7. Check Tax Configuration File. a. Get new FICA limits for b. Get new SUTA limits and rates for c. Update Workers Comp and General Liability rates and limits. 8. Run Tax Summary Report for 2016 Year to Date. a. Check all totals for correct limits and withholdings. b. If performing work in more than one state, verify that all employees are being reported in the correct state(s). c. Verify that annual limits are correct for FUTA, SUTA, and FICA. 9. Create a TEST W 2 batch and compare it to annual Tax Summary Report. a. Verify that the State and Federal ID numbers are correct. b. Verify that the W 2 Report agrees with the Tax Summary Report for wages and withholdings. c. Print a sample W 2 and verify that the Employer information is correct. OA Year end Processing Guide, October

81 Appendix B: Accrual Plan EOY Processing This appendix gives you detailed instructions on how to process Accrual Plan End of Year in OA HR. The process basically works as follows: Any person enrolled up to a certain date is picked up. The accrued hours up to a certain date are totaled. The hours used are totaled up to a certain date. The adjusted balance is computed using the totaled accrued hours less the total usage based on the dates entered. The balance is used to look at the carryover on the plan rate record, and an adjusting record is created, if needed. For those balances that compute to a negative, an adjusting record is created to bring the balance to zero. 1. Select the accrual plan(s) to perform EOY from the Plan or Accrual Plans Workbench. 2. Select the Process Benefit Accruals Plan Year End action and click the Apply Action button. 3. Populate the selection screens for the Accrual Plan Year End process. OA Year end Processing Guide, October

82 Appendix B: Accrual Plan EOY Processing Main Tab Enrollments Thru Date Enter the date through which to include employee enrollments. Any person enrolled up to this date is processed unless they are excluded on the Personnel tab. Accruals Thru Date Enter the date through which accrued hours should be totaled. This is generally the EOY date for your accrual plan year. If your accrual plan year follows the calendar year, enter 12/31/16 or refer to the Plans tab and use the date on which accruals were last generated. Usage Thru Date Enter the date through which to total hours used by the employees. For example, if your accrual plan year follows the calendar year, use 12/31/16. If, for example, your company allows usage during the first week of the new payroll year to include accrued hours for the 2016 accrual year, you would use a date of 1/1/17, assuming the Period Ending date for the first payroll in 2017 is 1/1/17. Note The accrued and used hours are used to compute the balance to be adjusted. Plan Year Enter the Accrual Plan year for which you are performing EOY. This is generally the same as the year used for the Accruals Thru Date, i.e., Adjusting Record Date Enter the date to be used for any adjusting record created. Note **IMPORTANT: If a record already exists for the Adjusting Record Date entered here, the adjusting record shown on the report is not created. It is important that you use a unique date, i.e., a Saturday or Sunday. OA Year end Processing Guide, October

83 Appendix B: Accrual Plan EOY Processing Report Only Whether to produce a report only or to perform end of year processing. Prior to processing end of year, it is advised that you use the Report Only option and review any adjustments. Plans Tab Plans Any plans selected for processing automatically appear here. Other information displayed includes the type of accrual, the accrual frequency, and the last date accruals were generated for the plan(s). The accruals that were last generated are a good reference for helping to determine Accrual Thru and Adjusting Record dates. In this example, accruals were last generated on Friday, December 23, 2016 (accruals are always generated using a Friday date). The accruals generated on Friday, January 1, 2017, are considered 2017 accrual plan year accruals. In this instance, a good date to use for Accruals Thru is 12/23/16, and a good date to use for the adjusting entries is 12/25/16 (a Sunday). Personnel Tab For detailed information on populating the Personnel tab, please refer to the OA HR Reports Manual section 1.1 Personnel Tab on the COINS Client Area website. Exclude personnel with negative hours or that are exceptions. In the HR ID field under the Matches column, enter exclusions followed by an asterisk (*). The asterisk tells OA to include everyone. For example, to exclude employees 10256, 14567, and 12456, enter!10256,!14567,!12456,* in HR ID, MATCHES. Run for a single company. To process EOY for a single company in a multi company database, enter the company number in the Company field under the Matches column. OA Year end Processing Guide, October

84 Appendix B: Accrual Plan EOY Processing Output Options Tab Title The title defaults to the name of the action being performed. In this case, Process Benefit Accruals Plan Year End. The title can be changed to reflect specific information about the Accrual Plan(s) you are processing. For example, 2016 Vacation EOY. Output Type The selections available here depend on your system configuration and may consist of the following choices: Background Prints are placed in the Report Generator queue and processed as soon as possible, allowing you to continue working. If there are a lot of background requests, it may take some time before your request gets to the front of the queue. Use Report Status to view the status and generated output. Foreground Prints are placed in the Report Generator queue and processed as soon as possible. COINS displays a reminder screen while the output is being generated, and displays the file on your screen as soon as it is complete. If you select another menu option while the output is being generated, or you wish to export the Excel file, go to Report Status. OA Year end Processing Guide, October

85 Appendix B: Accrual Plan EOY Processing Delayed Prints are added to the Report Generator queue when the date and time you specify are reached, and are generated as soon as possible afterwards. So if the information you are reporting on changes before that time, the output shows the updated information. Use Report Status to view the output. Urgent Prints are placed in their own Report Generator queue to ensure they are generated as quickly as possible. This option is only available to users with appropriate function security (that is, who have access to the Report Status Show Urgent Reports function). Whether to a copy of the PDF and CSV files. Note that you can schedule the output to be ed after a specified date or time. HTML Whether to use HTML capabilities to write an message. When checked, HTML formatting options appear in the text area. To The address of the person to send the output to. To separate multiple addresses, use commas or semi colons. CC An optional list of other addressees to which files can be ed. To separate multiple addresses, use commas or semicolons. Subject The topic of the message; defaults to the title of the report or other output. Message Enter the text for your message here. If you checked the HTML field, the HTML formatting options appear in the text area. Fax Whether to send the output as a fax message. Note The fax option is only available if VSI FAX is installed on your Unix system. Fax Number The recipient s fax number. Contact The recipient of the fax. This is shown on the fax cover sheet. OA Year end Processing Guide, October

86 Appendix B: Accrual Plan EOY Processing Recipient Company The recipient company of the fax. This is shown on the fax cover sheet. Cover Whether you wish to use a fax cover page. Additional Text Enter text you wish to include in the memo part of the fax cover sheet. Store Report Whether you wish to store the report. If you check this, COINS displays the Storing Report Options tab. Document Category The document category you wish to store the report against. Document categories (and the keywords associated with them) are set up using Category Maintenance. Description A description of the report you are storing. OA Year end Processing Guide, October

87 Appendix C: Adding New Rate Records Follow the steps below to add new plan rates records. 1. Go to Human Resources > Plan Workbench and select a Plan with new rates effective beginning with this open enrollment period. For example, 1/1/ Go to the Plan Rates tab of the Benefit Plan and enter, copy, bulk copy, or bulk add the new Plan Rates. a. Enter new rate records. From the Plan Rates tab, click the Add button. Detailed instructions for adding new plan rate records can be found in Chapter 5 of the OA HR Benefits Administration Handbook; Set Up Plan Rate Information available on the COINS Client Area website. b. Copy rate records. From the Plan Rates tab, select the plan rate you want to copy and click the Copy button. On the Primary tab, be sure to change the Effective and Period Ending Start Dates to the appropriate date. Note These are examples only. When you use the Copy function to copy plan rate records, all field values should be verified prior to saving. You should check every tab and verify all settings are correct. OA Year end Processing Guide, October

88 Appendix C: Adding New Rate Records On the Premium Rates and Cobra Premium Rates tabs, enter the Total Premiums and Employee Cost for both Male and Female, Smoker and Non Smoker; the Employer Cost defaults upon save to the Total Premium less the Employee Cost entered. c. Bulk copy records. Select the plan rate records you want to copy, click the Bulk checkbox, and then click the Copy button. At the download file prompt, click Open. The export file will appear similar to the illustrations below; several columns have been deleted for demonstration purposes. DO NOT DELETE ANY COLUMNS from your file. OA Year end Processing Guide, October

89 Appendix C: Adding New Rate Records Update the Start Date, Period Ending Start Date, and all Premium fields. Premium fields include totals for both Male and Female, Smoker and Non Smoker, and may also include COBRA premiums if the plan is set up as COBRA eligible. Note If the plan you are updating is an age banded plan, you must sort the spreadsheet in ascending order, by Minimum Age, prior to loading it back into OA. Copy the contents of the Excel spreadsheet and paste them into the upload screen in OA; this screen opens when you choose the Bulk function. Click Save. The new rate records are now available to enroll personnel. OA Year end Processing Guide, October

90 Appendix C: Adding New Rate Records d. Bulk add records. To Bulk Add new plan rate records, follow the steps for Bulk Copy, except the MS Excel spreadsheet should be blank, and therefore all information must be entered. OA Year end Processing Guide, October

91 Appendix D: Benefit Plan EOY Actions Create Benefit Enrollments for New Plan Rates 1. Go to Human Resources > Plan Workbench; click the link to a plan to go to the Benefit Plan Details screen. 2. Select the Plan Rates tab, then select the new plan rate records for which you want to create enrollments. Figure D 1: Plan Rates tab 3. Select the Create Benefit Enrollments action, then click the Apply Action button to go to the Create Benefit Enrollments screen. Figure D 2: Create Benefit Enrollments screen OA Year end Processing Guide, October

92 Appendix D: Benefit Plan EOY Actions 4. Enter information for each tab (Main, Rates, Personnel, and Output Options) as outlined below. Main Tab Enrollment Reason Select the reason to be used for any new enrollments created from the drop down. Source for maximums Select the source that should be used for the maximums on the new enrollments. Prior Enrollment Use the maximums that were on the personnel s previous enrollment. For example, if this is a 401(k) Loan, you would want to keep the maximums from the prior enrollment and not have them replaced by the maximums in the plan rate records. Plan Rate Record Use the maximums that are on the plan rate record; do not use the maximums from the personnel s prior enrollment. For example, if the maximum annual contribution for 401(k) has been changed from $17,000 to $20,000, you would want to replace the $17,000 on the personnel s prior enrollment with the $20,000 on the new plan rate records. Report Only Check this field to generate a report only to view the personnel who will have new enrollments created. To create the new enrollments, uncheck this field. OA Year end Processing Guide, October

93 Appendix D: Benefit Plan EOY Actions Rates Tab Rates This tab is for reference only; it displays the rate(s) selected for processing. It also displays the Start Date(s), Coverage Code(s) and Rate Class(es), as well as the Period Ending Start Date(s) for each of the plan rates selected. Personnel Tab For detailed information on populating the Personnel tab, please refer to the OA HR Reports Manual section 1.1 Personnel Tab on the COINS Client Area website. Output Options Tab For detailed information on populating the Output Options tab, refer to Output Options Tab on page When you have completed all tabs, click the Forward button to process either Report Only or Create Enrollments. OA Year end Processing Guide, October

94 Appendix D: Benefit Plan EOY Actions Create Benefit Enrollments Due to Age Changes for Plans Subject to Imputed Income Calculations 1. Go to Human Resources > Plan Workbench and select the plan(s) subject to imputed income calculations based on life insurance. Figure D 3: Create Benefit Enrollments...Imputed Income Calculations action 2. Select the Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations action (see Figure D 3), then click the Apply Action button to go to the Create Benefit Enrollments Due to Age Changes for Plans Subject to Imputed Income Calculations screen (Figure D 4). Figure D 4: Create Benefit Enrollments...Imputed Income Calculations screen 3. Enter information for each tab (Main, Plans, Personnel, and Output Options) as outlined below. OA Year end Processing Guide, October

95 Appendix D: Benefit Plan EOY Actions Main Tab Age As Of Enter the date that should be used to calculate the personnel s age. For purposes of recalculating Imputed Income rates for life insurance, which are based on the employee s age as of the end of the calendar year, it is best to use the last day of the new year. For example, to have new imputed income rates calculated for 2017 that will be calculated based on the employee s age as of 12/31/2017, use an Age As Of date of 12/31/2017. Example: Employee s DOB is 9/26/1967, and Age As Of date used of 12/31/2017, the employee s age as of 1/1/2017 is 49 years old. However, as of 12/31/17, employee will be 50 years old. Enrollment Effective Date Enter the enrollment start date to be used for any new enrollments created due to age changes for imputed income purposes. The Period Ending Start date will be assigned to equal the Enrollment Effective Date. You must use an Enrollment Effective Date equal to or greater than the first of the new year. For example, use an Enrollment Effective Date of 1/1/2017 or later; using a date in the prior year will not age for imputed income purposes. Enrollment Reason Select the reason to be used for any new enrollments created from the drop down. Report Only Check this field to generate the report only to view the personnel who will have new enrollments created based on age changes for imputed income purposes. To process the changes and create the new enrollments, uncheck this field. OA Year end Processing Guide, October

96 Appendix D: Benefit Plan EOY Actions Plans Tab Plans This tab is for reference only; it displays the plan(s) selected for processing, as well as the month that the plan year ends for this plan. Personnel Tab For detailed information on populating the Personnel tab, please refer to the OA HR Reports Manual section 1.1 Personnel Tab on the COINS Client Area website. Output Options Tab For detailed information on populating the Output Options tab, refer to Output Options Tab on page When you have completed all tabs, click the Create Benefit Enrollments button to process either the Report Only or Create Enrollments. Example Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations. Employee: DOB 9/26/1967. Age as of 1/1/17, 49. Age as of 12/31/17, 50. OA Year end Processing Guide, October

97 Appendix D: Benefit Plan EOY Actions Plan Rates: Aging for plan rates occurs at ages 65 and 70. There were no rate changes for 2016 or 2017 for the plan; therefore, new plan rate records were not created. Standard Uniform Premium Table: There are no changes to the Standard Uniform Premium Table. OA Year end Processing Guide, October

98 Appendix D: Benefit Plan EOY Actions Enrollment Start Date 1/1/2016, imputed income based on age 49: Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations for the new year (2017): Note Although the New Age on the report indicates an age of 49, for imputed income purposes, the age is 50, the age as of 12/31/2017. OA Year end Processing Guide, October

99 Appendix D: Benefit Plan EOY Actions Enrollment Start Date 1/1/2017; the date entered for the Enrollment Effective Date. Imputed income based on age 50: Note The Employer Pay Calc amount for the calculation BL did not change; there was no rate change for the plan, only a change in the imputed income. OA Year end Processing Guide, October

100 Appendix D: Benefit Plan EOY Actions OA Year end Processing Guide, October

101 Appendix E: Benefits Maximum Age Dependent Report The Benefits Maximum Age Dependent Report lists dependents nearing the maximum age on benefits, as entered in the benefit plans on the Dependent/Spouse tab. Follow the steps below in order to generate this report. 1. Go to Human Resources > Reports > Benefits and select the Benefits Maximum Age Dependent Report. Figure E 1: Benefits Maximum Age Dependent Report screen 2. Enter information for each tab (Main, Personnel, and Output Options) as outlined below. OA Year end Processing Guide, October

102 Appendix E: Benefits Maximum Age Dependent Report Main Tab Only COBRA plans This option is for future development; do not check this box. All Plan Type: Available/Selected From the list of Available plan types, use the green arrow to move the plans with maximum dependent age (such as medical insurance) to the Selected box. To remove a plan(s) from the Selected list, click on the plan type and then the red arrow. Plan: From/To/Matches If you want to report on only specific plans within the plan type(s) selected, use the lookups to select either From and To or Matches. Aging out within X days (0 for all dependents) Include only dependents who have less than the stated amount of days to the maximum dependent's age (0 = all dependents are shown). For example, to report on dependents who will age out within thirty days, enter 30. To report on all dependents, regardless of when they will age out, enter 0 (zero). As of Date Enter the date the age of dependents will be calculated. For example, for EOY purposes, you may want to know all dependents that will age out before the end of January, 2017; enter 01/31/17. Show SSN From the drop down, select to have either the entire SSN or only the last four digits appear on the report. OA Year end Processing Guide, October

103 Appendix E: Benefits Maximum Age Dependent Report Enrolled in COBRA Only This option is for future development; do not check this box. Show All Enrollments To show all dependent enrollments regardless of whether they will or have aged out, check this box. Personnel Tab For detailed information on populating the Personnel tab, please refer to the OA HR Reports Manual section 1.1 Personnel Tab on the COINS Client Area website. Output Options Tab For detailed information on populating the Output Options tab, refer to Output Options Tab on page When you have completed all tabs, click the Forward button to process. Example Benefits Maximum Age Dependent Report for EOY processing: 1. Moved all Medical, Dental and Vision plan types from Available to Selected. 2. Reporting on all plans; left From/To and Matches blank. 3. Entered 30 in Aging out within X days (0 for all dependents); only want to know those dependents who are aging out within 30 days. 4. Entered 01/31/17 in As of Date; only report on those dependents who will age out within thirty days or more as of 01/31/ The first few columns of the report show general information about the enrollment. This information includes: the employee s Company, ID, Name, Dependent Name, Dependent SSN, Plan, Coverage Code, Rate Class, and Enrollment Start and End Dates. Note End dated records are only reported on if the Show All Enrollments field is checked. OA Year end Processing Guide, October

104 Appendix E: Benefits Maximum Age Dependent Report The last few columns of the report show information that pertains to the dependent s age as of the date entered to generate the report. It also shows the maximum dependent age(s) entered on the plan, as well as the date the dependent will or did age out, and the number of days since or when they will age out. A negative number in the Days Remaining column of the report indicates that, based on the As of Date entered, the dependent s age and the maximum age(s) of the plan, the dependent has already aged out. OA Year end Processing Guide, October

105 Appendix F: Bulk Load Enrollments Using the Personnel Data Load Bulk Load Benefit and Accrual Plan Enrollments Personnel Data Load allows you to load HR personnel data from an input file, such as an Excel file saved as a comma delimited file (.csv). Input File Format The first line of the file should give the database table to be populated. For loading plan enrollments, the first line (row) should have pp_planenroll, which is the table to be populated. The second line (row) should contain the field names to be loaded. For the pp_planenroll table, the fields are: 1. ppo_seq: This is the Employee SSN or Internal Seq #. You can get the ppo_seq by running the HR Reports > Personnel Statistics > Payroll Links report. The number under the HR ID column is the ppo_seq. 2. hen_type: Enrollment Type; E = Employee and D = Dependent. 3. hen_status: Enrollment Status; E = Elected, P = Pending, and D = Declined. 4. hbp_plan: The Plan (not the Plan Type) that this enrollment is for. For example, CIGNA 3T HMO. 5. hpr_covcode: The Coverage Code for this employee s enrollment. For example, EE+C for Employee + Child(ren). 6. hpr_rateclass: The Rate Class for this employee s enrollment. For example, NONE. 7. hen_sdate: The Start Date for this enrollment. This is the start date that was determined in Chapter 10, Human Resources: 7. Determine Period Ending Start Date for First Payroll of New Year in Chapter 14 on page 70. OA Year end Processing Guide, October

106 Appendix F: Bulk Load Enrollments Using the Personnel Data Load 8. hen_pestdate: The Period Ending Start Date. This is the date determined in Chapter 10, Human Resources: 7. Determine Period Ending Start Date for First Payroll of New Year in Chapter 14 on page hen_edate: The End Date of the enrollment. Since you are loading new enrollments, enter a question mark (?) in this column for all enrollments. 10. hbp_seniorbasis: The Seniority Basis for this plan; H = Hire Date, R = Rehire Date, A = Computed Adjusted Service Date, M = Manual Adjusted Service Date, and C = Custom Adjusted Service Date. 11. hen_matchdt: If this is a plan that has an employer match, enter the date the employer match begins; this is generally the same date as the period end start date (hen_pestdate). If this plan does not have an employer match (for instance, medical insurance), enter a question mark (?) in this column for all enrollments. 12. hen_rlimit: The reinstatement limit date. If you are entering end dated enrollments with a reinstatement limit date, enter that date here; otherwise, enter a question mark (?) for all enrollments. 13. hen_benamount: If this plan is based on Benefit Amount, enter the benefit amount here. If not, enter 0 (zero) for all enrollments. 14. hen_percent: This is the Employee Contribution Percent. If this plan is an employee chosen plan based on a contribution percent such as a 401(k) plan, enter the percent in this column. Percents can be entered as full numbers. For example, a contribution percent of 10% should be entered as 10. If this is not an employee chosen plan based on a contribution percent, enter 0 (zero) for all enrollments. 15. hen_amount: This is the Employee Contribution Amount. If this plan is an employee chosen plan based on a contribution amount, such as a Flexible Spending account or 401(k) loan, enter the amount here. If this is not an employee chosen plan based on a contribution amount, enter 0 (zero) for all enrollments. 16. hen_reason: This is the Enrollment Reason. Enrollment Reasons are set up in HR Maintenance > Lookup Codes > Enrollment Reason. You can enter either the code or the description in this field. For example, if you have an enrollment lookup code set up with a Code of OPEN and a Description of Open Enrollment, you can enter either OPEN or Open Enrollment in this column. 17. hen_char2 1: This field is optional and contains the Membership ID for this employee, this plan enrollment. OA Year end Processing Guide, October

107 Appendix F: Bulk Load Enrollments Using the Personnel Data Load 18. hen_notes: This field is optional and contains any notes specific to this employee, this plan enrollment. 19. hrp_max 11: This is the Employee Total Maximum Contribution. Entry is optional; if this field is not on the load sheet, the maximum comes from the employee s previous enrollment if they were previously enrolled. Otherwise, the total maximum defaults from the plan rate record. 20. hrp_max 12: This is the Employer Total Maximum Contribution. Entry is optional; if this field is not on the load sheet, the maximum comes from the employee s previous enrollment if they were previously enrolled. Otherwise, the total maximum defaults from the plan rate record. The remaining lines (rows) contain the personnel enrollment information to be loaded. Example Load Spreadsheet For display purposes, the example appears as two files even though it is actually one file. OA Year end Processing Guide, October

108 Appendix F: Bulk Load Enrollments Using the Personnel Data Load OA Year end Processing Guide, October

109 Appendix G: Import Box 12 Entries This appendix describes how you can use the Import Box 12 Entries function to import Box 12 information from a spreadsheet. This import lets you create new information or correct existing data. How to Use Import Box 12 Entries Follow the steps below to export the Box 12 information to an Excel spreadsheet, update the values of Box 12 Codes in a XLS file, save to a CSV file, and use Import Box 12 Entries to upload the CSV file to COINS OA with the updated Box 12 values. 1. After creating your W 2 batch and reviewing the data in the batch, select Box 12 Analysis Report from the Payroll > Company Setup > W 2 Processing menu. NOTE: You may only run this report for one W 2 Box 12 Code at a time. Figure G 1: Box 12 Analysis Report selection screen a. Indicate whether you want the report to include W 2 records for ALL employees or only those whose Box 12 code data is non zero. Generally, you should include all data when you are uploading data from a spreadsheet. b. Run the report. A sample report is shown below. OA Year end Processing Guide, October

110 Appendix G: Import Box 12 Entries Figure G 2: Sample Box 12 Analysis Report 2. Use the Excel version of the report to edit values to be included on the W 2. a. In Report Status, click the View Report XLS button. Figure G 3: View Report XLS b. Update the values shown on the spreadsheet with the amounts you wish to report on the W 2 form for each employee. A sample spreadsheet is shown below. OA Year end Processing Guide, October

111 Appendix G: Import Box 12 Entries Figure G 4: Sample Spreadsheet 3. Prepare the Box 12 data contained in the spreadsheet (Figure G 5) for OA. a. Copy and paste the values in Columns D, E, and F into a new spreadsheet. Figure G 5: Box 12 Data OA Year end Processing Guide, October

112 Appendix G: Import Box 12 Entries b. Delete Row 1, which contains the field labels Employee, Box 12 Code, and Box 12 Amount. The result is shown below. Figure G 6: Row 1 is deleted c. Delete any rows whose value will be zero. The result is shown below. Figure G 7: Rows with zero are deleted d. Save the Excel file first as an XLS file, then as a CSV (Comma delimited) file (see screen below). You should now have two versions of the file. OA Year end Processing Guide, October

113 Appendix G: Import Box 12 Entries Figure G 8: Save as CSV File 4. Load Box 12 Data into OA using the Import Box 12 Entries function. a. Select Import Box 12 Entries from the Company Setup > W 2 Processing menu in Payroll. The screen shown below appears. Figure G 9: Import Box 12 Entries Check mode b. Select Check as the Upload Mode. This allows you to review for errors prior to loading the actual data. c. Select the CSV file as your upload File Name. If you select the XLS version, the check/load will fail. d. Run the function. From the resulting report (shown below), review the Import Box 12 Entries report for errors. Correct any errors. OA Year end Processing Guide, October

114 Appendix G: Import Box 12 Entries Figure G 10: Import Box 12 Entries Check report e. Select the Import Box 12 Entries function again and enter information on the selection screen shown below. f. Select Load as your Upload Mode. g. Select the CSV file as your upload File Name. If you select the XLS version, the check/load will fail. h. Run the report again. Figure G 11: Import Box 12 Entries Load mode i. Review the Import Box 12 Entries Load report for errors. A sample screen is shown below. OA Year end Processing Guide, October

115 Appendix G: Import Box 12 Entries Figure G 12: Sample Import Box 12 Entries Load Report NOTN 5. Repeat this entire process for each Box 12 Code you wish to review. Note Do not edit a CSV file. Prior to saving your file as a CSV (Comma delimited) file, you should save it as an Excel (XLS). If you need to correct any data due to errors detected by the Import routine, open the XLS version, make corrections, and save that file as both an XLS and CSV file. OA Year end Processing Guide, October

116 Appendix G: Import Box 12 Entries OA Year end Processing Guide, October

117 Appendix H: State Numeric Codes for Magnetic Media Processing The table below gives you the postal abbreviations and numeric codes for States that need to be used when processing Magnetic Media. OA Year end Processing Guide, October